Tokyo International Exchange Center (TIEC)

Residential Guide

General Information and Rules and Regulations

Introduction

Residents in Tokyo International Exchange Center (hereinafter referred to as “TIEC”) must

carefully read “the Matters to be Observed to Use TIEC”, follow them and coordinate to

maintain the comfortable living environment for all residents.

In the event of uncertainties in the expressions, interpretations or other aspects of the

Japanese and English texts of the Residence Guide, the Japanese version shall prevail.

Contents

Ｉ．Outline of Tokyo International Exchange Center

1. Contact information ･････････････････････････････････････････････････････････1

2. Facilities and Equipment ････････････････････････････････････････････････････2

3. The Administration Office ･･･････････････････････････････････････････････････4

4. The Disaster Prevention Center ･･････････････････････････････････････････････5

5. Japanese students ･･･････････････････････････････････････････････････････････5

Ⅱ．Rules to Be Observed in TIEC（Resident Regulations）

1. Moving-in and moving-out ･･･････････････････････････････････････････････････5

2. The Length of stay(permitted period of residence)･･･････････････････････････････6

3. Entrance fee and rent ･･･････････････････････････････････････････････････････6

4. Utility charges (electricity, water and gas charges) and telephone charge ･････････7

5. Rooms for residence ･････････････････････････････････････････････････････････8

6. Long stay-over, trip or temporary home return ････････････････････････････････10

7. Sickness, injury, etc. ････････････････････････････････････････････････････････10

8. Notification ････････････････････････････････････････････････････････････････11

9. Telephone ･･････････････････････････････････････････････････････････････････11

10. Internet ･･･････････････････････････････････････････････････････････････････11

11. Mailings, etc. ･･････････････････････････････････････････････････････････････12

12. Cars ･･････････････････････････････････････････････････････････････････････12

13. Bicycles, motorcycles, etc. ･･･････････････････････････････････････････････････12

14. Gathering, parties, etc. ･････････････････････････････････････････････････････13

15. TV reception, newspaper, etc. ･･･････････････････････････････････････････････13

16. International Students Society, etc. ･･････････････････････････････････････････13

17. Disaster prevention ････････････････････････････････････････････････････････13

18. Entrance to the rooms by the staff････････････････････････････････････････････14

19. Nuisance behaviors / annoying activities･･････････････････････････････････････14

20. Prohibition of keeping pets ･･････････････････････････････････････････････････14

21. Accommodations ･･････････････････････････････････････････････････････････14

22. Compensation ････････････････････････････････････････････････････････････15

23. Expulsion orders ･･････････････････････････････････････････････････････････16

24. Moving-out procedures ････････････････････････････････････････････････････16

25. Extension procedures ･･････････････････････････････････････････････････････17

Ⅲ．How to Use Common Facilities and Equipment, etc.

1. Lounge ･･･････････････････････････････････････････････････････････････････17

2. Laundry rooms (available only for Hall A for singles) ･････････････････････････17

3. Common kitchen (available only for Hall A for singles) ････････････････････････18

4. Garbage ･･････････････････････････････････････････････････････････････････18

5. Use of common facilities･････････････････････････････････････････････････････19

6. Room key (cylinder lock) and IC tag ･････････････････････････････････････････20

All forms in this guide are provided at the Administration Office.

Some forms are available for downloading from the website below.

https://www.jasso.go.jp/en/kyoten/tiec/residence/guide.html

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Ⅰ．Outline of Tokyo International Exchange Center

1. Contact information

Name: Japan Student Services Organization (JASSO)

Tokyo International Exchange Center (TIEC)

Address: 2-2-A, 2-2-B, 2-2-C, 2-2-D Aomi, Koto-ku, Tokyo Japan 135-0064

Telephone: 03-5520-6000 (The Administration Office)

Website: https://www.jasso.go.jp/ryugaku/kyoten/tiec/index.html

① Residence Hall A for singles

② Residence Hall B for singles

③ Residence Hall C for couples and families

④ Residence Hall D for couples and families

⑤ Plaza Heisei

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2. Facilities and equipment

(1) Residence Hall A for singles

It has 14 floors and one basement: 330 rooms for residence

Floor Room description Facilities and equipment

2~14 Rooms for residence

(20.0㎡)

Shower/ Toilet, Washstand/ Sink/ Bed/ Mattress/

Desk/ Closet/ Bookshelf/ Chair/ Coffee table with

wheels/ Desk light/ Refrigerator/ Microwave/

Air conditioner/ Laundry pole/ Shoebox/ Intercom/

Telephone/ Trash can

2~14 Lounges (common use) Desks/ Chairs/ TV

2~14 Dining rooms

(common use)

Dining tables/ Chairs/ Cooking stove/Microwave

2~14 Laundry rooms (common

use, coin-operated)

Washing machine/Drying machine/

Vacuum cleaners/ Iron/Ironing board

1

Japanese language seminar room/ Study rooms/

Cooking instruction room/Japanese-style room/ Restroom/

Garbage dump(for recyclables or incombustible garbage) / Garbage disposal

chute / Mail boxes/Delivery boxes

(2) Residence Hall B for singles

It has 14 floors and one basement: 300 rooms for residence

Floor Room description Facilities and equipment

2~14 Rooms for residence

(30.0㎡)

Shower/ Toilet/ Washstand/ Kitchen (equipped with

cooking stove)/ Bed/ Mattress/ Closet/ Bookshelf/

Desk/ Chair/ Coffee table with wheels/ Desk light/

Refrigerator/ Microwave/ Washing & drying machine/

Iron/ Ironing board/ Air conditioner/ Laundry pole/

Shoebox/Intercom/ Telephone/ Vacuum cleaner/

Trash can

2~14 Laundry rooms

(common use)

Desks/ Chairs/TV

1 Convenience store/ Music rooms (A/B)/ Art and Craft room/ Multi-purpose room/

RA secretariat/ Restroom/ Mail boxes/ Delivery boxes

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(3) Residence Hall C for couples and families

It has 11 floors and one basement: 110 rooms for residence

Floor Room description Facilities and equipment

2~11 Rooms for residence

(80.0㎡)

Bath/ Toilet/ Washstand/ Kitchen(equipped with

cooking stove& oven)/ Beds/ Mattresses/ Sofa/ Dining

table/ Desk/ Chair/Bookshelf/Study room/

Storage unit/ Floor heating (only in the living room)/

Refrigerator/Convection microwave oven/ Electric pot/

Mirror stand/ Closet/ Iron/ Ironing board/ Wall clock/

Air conditioner/ Washing& Drying machine/Laundry

pole/Shoebox/ Intercom/ Telephone/Vacuum cleaner/

Trash can

1,2,4,6,8

,10

Lounges

(common use)

Sofas and tables/ TV/ Restroom/ Sink

1 Recreation room/ Mail boxes/ Delivery boxes

B１

Car parking lot for residents/ Bicycle parking lot for residents/

Garbage dump(for recyclables or incombustible garbage)

(4) Residence Hall D for couples and families

It has 9 floors and one basement: 56 rooms for residence

Floor Room description Facilities and equipment

2~8 Rooms for residence

(100.0㎡)

Bath/ Toilet/ Washstand/ Kitchen (cooking stove&

oven)/ Beds/ Mattresses/ Sofa/ Dining table/Desk/

Chairs/ Bookshelf/ Study room/ Children’s room/

Storage unit/ Floor heating (only in the living room)/

Refrigerator/Convection microwave oven/ Electric pot/

Mirror stand/ Closet/ Iron/ Ironing board/ Wall clock/

Air conditioner/ Washing& Drying machine/Laundry

pole/Shoebox/ Intercom/ Telephone/Vacuum cleaner/

Trash can

1,3,5,7 Lounges(common use) Sofas and tables/ TV/ Restroom/Sink

1 Play room/Mail boxes/ Delivery boxes/Garbage disposal chute

B１

Car parking lot for residents/ Bicycle parking lot for residents/

Garbage dump(for recyclables or incombustible garbage)

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(1) Plaza Heisei:

It has 5 floors and one basement

Floor Facility description

5

4 Meeting rooms (1~5)/Gymnasium

3 International conference hall/Media Hall/Training room/

Trainees lodging rooms

2 JASSO office rooms/Trainees lodging rooms

1

Administration Office (in charge of residence management)/

Disaster Prevention Center/Utility & telephone Charge Deposit Machine/

JASSO Office rooms

B１ Pay parking lot for visitors

(6)Outdoor Sports Ground

Floor Description Facilities and equipment

Outdoor Outdoor sports ground Futsal goals

1 Clubhouse Locker rooms/Shower rooms/Restroom

3. The Administration Office (1st floor of Plaza Heisei)

The Administration Office is in charge of resident management. The Administration Office

staff members conduct various administrative and clerical activities to support the

residents in TIEC and their daily lives. They post notifications on the bulletin board, send

messages to residents by e-mail or post them into your mail boxes, so you need to check

them out every day.

[Working hours] 9:00～17:00 (except at the end and beginning of the year)

TEL: 03-5520-6000

E-mail: tiec@klp.ne.jp

4. The Disaster Prevention Center (1st floor of Plaza Heisei)

At the Disaster Prevention Center, security guards station around the clock and undertake

the following duties.

(1) Reservations for common use facilities (only when the Administration Office is closed)

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(2) Navigation or other assistances when a resident call an ambulance.

(3) Issue of temporary parking permits for moving

(4) Cart rental

(5) Support in case of cylinder lock or IC tag(only when the Administration Office is closed)

If you have any trouble when the Administration Office is outside of business hours, you

can consult at the Disaster Prevention Center. (If they cannot provide the service as you

require, please contact the Administration Office later.)

5. Japanese students (assistants for international students and others)

Some Japanese students live in the residence halls to support international students and

researchers in TIEC.

If you need some help with your daily life in Japan, feel free to ask them however, please

refrain from contacting them at midnight except an emergency.

II. Rules to be Observed in TIEC (Resident Regulations)

1. Moving-in and moving-out (commencement and termination of living in TIEC)

(1) Upon receiving the resident permit to live in TIEC, residents must submit the

“Registration Card” to the Administration Office.

(2) After moving in TIEC, all residents, both Japanese and non-Japanese, must submit

the Moving-in Notification to Koto Ward Office within 14 days from the date they start

living in TIEC.

[Koto City Office] Address: 4-11-28, Toyo, Koto Ward, Tokyo Phone：03-3647-9111

(3) Before moving out of TIEC, you must submit the “Moving-out Notification” with the

signature and seal of the person in charge of your university/ institution to the

Administration Office within one month before the date of moving out.

(4) Clean your room and restore it to its original state when you move out. And when

moving out, do not leave your belongings in TIEC. After you move out and return the

key (cylinder lock) and IC tag, the items that you left behind will be discarded as

garbage. It might be possible for you or your university/ institution to be charged for

the costs of removal and disposal of those items or of cleaning of the room in case that

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your room is not cleaned up.

2. The Length of stay(permitted period of residence)

The period of stay is written in the “Permit for Residence”.

3. Entrance fee and rent

(1) Entrance fee

Residents are required to pay the entrance fee which is equivalent of one month

rent, regardless of the length of the permitted period of residence. It should be

paid within one month from the first day of your residence permit. If you do not

pay the entrance fee for two months from the first day of your residence permit,

your residence permit will be invalidated and you will be obliged to move out of

your room. Additionally, Entrance fee is non-refundable.

(2) Rent

The table of respective monthly rents is listed below. If your first /last day of your

Permitted Period of Residence is in the middle of the month, the rent will be

assessed on a daily rate. You will be charged rent from the first day of the

Permitted Period of Residence, not from the date when you actually move in

TIEC. If you fail to pay rent for three months or more, your residence permit

will be invalidated and you will be obliged to move out of your room.

Rent (monthly fee)

Room Type International

Student

Japanese

Student Researcher

Residence Hall A for

singles ¥35,000 ¥56,000 ¥62,000

Residence Hall B for

singles ¥52,000 ¥70,000 ¥78,000

Residence Hall C for

couples and families ¥74,500 ¥101,000 ¥112,000

Residence Hall D for

couples and families ¥86,500 ¥118,000 ¥129,500

(3) Rent payment method

① Rent is to be withdrawn from your bank account. It will be withdrawn

automatically from the bank account you requested to use, f added bank transfer

fee(110 yen), on the 27th (or the following business day when the 27th day falls

on a Saturday, Sunday or national holiday) every month. Of the month of moving

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in or moving out, rents cannot be withdrawn from your bank account, along with

the entrance fee payment, so you have to pay the fees with handling fee by the

payment slips from the Administration Office at a convenience store. The

payment handling fee is 110 yen, and the total amount of the payment is 50,000

yen and over, you are to pay 200-yen revenue stamp.

You are requested to register your bank account for automatic debits from your

bank account at the Administration Office when you move in. The 110-yen bank

transfer fee shall be borne by you.

② In the case of failure of bank account registration due to a wrong bank account

name or the seal, automatic deduction cannot be made in the following month, so

you have to pay by the payment slips from the Administration Office at a

convenience store as in the case of the first month of moving in.

③ Due to insufficient funds in your bank account, the withdrawal cannot be made

correctly, you have to pay by the payment slip issued by the Administration Office.

You have to add the fee of failed bank transfer (110 yen), payment handling

fee (110 yen), and 200-yen revenue stamp if the total amount of the payment is

50,000 yen and over.

4. Utility charges (electricity, water and gas charges) and telephone charge

To start using electricity, water, gas and telephone, residents do not have to make

contracts by themselves because utilities and phone service for residents are under

contract with TIEC.

(1) Utilities

Residents are responsible for the payment of charges accrued for electricity, water and

gas used in their rooms.

(Gas fixtures are installed only in Residence Halls C and D.)

(2) Telephone service

Residents can use the telephone units installed in their rooms to call outside (both

domestic and international call) and extensions. Basic telephone rate and call charge

are to be paid by the residents. And even if you do not use your phone installed in

your room, it is still necessary for you to pay for the basic telephone rate.

(3) How to pay utilities and telephone charge

① Utilities and telephone charge must be paid by the prepaid method (payment in

advance). In order to use electricity, water and gas (only in Residence Halls C

and D) or telephone, residents are requested to insert money separately for the

utilities and telephone charge into the “Utility/Telephone Charge Deposit

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Machines” placed in front of the Administration Office.

② You will not be able use electricity, gas (only in Residence Halls C and D) or water

when the money which you deposited in the machine has run out. The call will be

disconnected when the deposited money runs out while on the phone.

③ You can check the balance on the display placed in your room.

④ The basic charge is debited every morning (at 4:00 a.m.) regardless of the amount

used, and the charge for the amount which you have used (meter rate charge) is

debited each time.

(4) How to deposit money and clear the balance

① How to deposit money

(a) Select “Deposit Utility Charge” or “Deposit Telephone Charge” on the control

panel of the Utility/Telephone Charge Deposit Machine.

(b) Hold your IC tag close to the Reader Panel until your room number is

displayed on the control panel.

(c) Deposit the required amount.

・You can insert notes of ¥1,000, ¥2,000, ¥5,000 or ¥10,000.

・The maximum amount which you can deposit in one operation is ¥29,000.

In order to deposit more money, you need to do the procedure again.

・You cannot deposit any money when the total of the balance exceeds

¥99,000.

(d) The receipt of the payment will be issued. (Make sure to take it with you.)

② How to clear the balance

(a) You are requested to clear the balance when movingout of TIEC.

(b) Select “Clear Utility Charge” or “Clear Telephone Charge” on the control

panel of the Utility/Telephone Charge Clearance Section.

(c) Hold your IC tag to the Reader Panel until your room number is displayed

on the control panel.

(d) The balance will be refunded in cash.

・The refund will be made in ¥1,000 notes and ¥500,¥100 or ¥10 coins.

・To pay out the remaining balance exceeding ¥10,000 will be separated into

two or more refunds of 10 notes for each.

(e) A statement will be issued. (Make sure to take it with you.)

(f) The remaining balance will not be refunded after the date of moving-out.

5. Rooms for residence

(1) Depending on the rooms in TIEC, there are some differences of the types of the

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bathrooms (only with showers or equipped with bath tubs), directions (cardinal

directions), the equipment installed, and so on.

(2) The superintendent of TIEC designates rooms for the residents. You cannot choose a

room or change your rooms.

(3) After the entrance procedure is over, the key (cylinder lock) and the IC tag are lent to

the residents from the first date of the permitted period of residence.. You must not

lend your keys to the non-residents of the room and must return them when vacating

your room. When you lose your key, you need to pay for reissuing the key.

(4) Residents must not allow anyone who are not the residents (incl. friends or family

members with no residence permit) to stay overnight or live in their rooms. When you

violate the rule, you will be requested to move out of your room.

① The visiting hours for people from outside of TIEC (your friends or family

members, etc. with no residence permit) is from 6:00 a.m. to 11:00 p.m. You must

not allow them to enter your room or to stay overnight from 11:00 p.m. to 6:00

a.m. next morning.

② You must not lend your own room to other people nor allow anybody who has no

residence permit to live in your room.

③ You must NOT have any pets or bring flammable items into your room. Do not

feed stray cats or wild birds such as pigeons.

(5) Residents in Residence Hall A for singles are not permitted to cook in their rooms.

(6) Residents must not bring any hazardous goods such as explosives into their rooms.

(7) Residents are not permitted to smoke in their rooms (including the balconies) and

indoor common facilities.

(8) Residents should be careful with fires and prevent disasters, and pay due attention to

health and hygiene.

(9) Residents are individually responsible for the management and cleaning of their rooms.

You are not permitted to refurbish or redecorate your rooms. In the event of making

any modifications to your room, you have to return it to its original state and the

expense is to be paid by you. .

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(10) Residents are requested to take good care of all the furniture and appliances in their

rooms and should not take any of them out of their rooms.

In the event of damage or loss of these items, you must pay for the compensation fee.

When you vacate your room, you have to return all the equipment in your room and

return your key (cylinder lock) and your IC tag which you have during your permitted

period of residence. You have to pay for compensation of actual expenses in case either

of them is broken or lost.

(11) When residents move out, they must clean their rooms, put all equipment in order,

and allow the staff member from the Administration Office to check their rooms.

(12) Consumables

The light bulbs and batteries of appliances inside the room are consumables. After

occupying the room, you are requested to purchase a new one and attach it by yourself

once it is expired. When vacating the room, you are requested to make sure that all

the light bulbs and batteries are in working condition for the next resident. If you are

not sure the model numbers and standards of consumables, you can ask the

Administration Office.

(13) Toilet

Some toilets are equipped with electric bidets depending on the rooms. If your toilet

is equipped with electric bidet, and has been already broken when you move in, or

will be broken, TIEC does not or will not offer any repair service. If you would need

the device, you have to pay all the expenses. Besides, if you have installed your own

electric bidet to the toilet, you have to remove yours and install the original device to

the toilet when you move out.

(14) Since there is no storehouse for the residents’ personal use in TIEC, you have to keep

all your belongings in your room. Do not leave your belongings in your doorway or in

your balcony.

6. Long stay-over, trip or temporary home return

For safety reasons, Residents have to keep in touch with TIEC, and they have to submit

the “Nights Away Notification” to the Administration Office when they are planning to go

on a trip, stayover or temporary home return and stay outside of TIEC.

7. Sickness, injury, etc.

In the event of sudden illness or injury, residents are requested to contact the

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Administration Office immediately. When it is closed, contact the Disaster Prevention

Center or Japanese students and so on.

8. Notification

Residents can place a notice in the designated place with a permission from the

Administration Office in advance. . If you post anything without the permission, it will be

removed.

9. Telephone

(1) Because each room already has telephone line and telephone number, residents are not

allowed to reregister your subscribed telephone that you had used before moving into

TIEC.

You are responsible for the payment of the basic rate and call charges of the telephone

installed in your room. And even if you do not use the phone in your room, you need to

pay for the basic rate.

(2)Room telephone device: please read carefully the attached manual.

(3) Extensions: you can call the extension numbers of the Disaster Prevention Center or

other rooms.

Example: To call A-0813, press 10813

To call B-1425, press 21425

(For Residence Hall C, the number before the room number is 3, and for D, the number

is 4.)

(4) Outside lines (domestic calls): In order to get an outside line on your room phone, press

“0” before the phone number that you are going call.

(5) International calls: You can make international calls via NTT Communications. The

procedure is as follows:

“0 + 0033 + 010 + Country Code + other party’s telephone number omitting the first 0”

(6) The Administration Office does not forward any phone calls. Exceptionally in case of

emergencies, messages for the residents can be accepted.

10. Internet

In the event of using the Internet in their rooms, residents are requested to contract with

NTT East or INVOICE, the Internet service providers, by themselves.

If you establish a contract with the Internet service provider, you have to terminate the

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contract and complete all the payments for the Internet access when you move out from

TIEC.

11. Mailings, etc.

Ordinary mails are delivered to respective mail boxes. Parcels and courier deliveries will

be stored in the delivery boxes on the first floor of respective Residence Halls. In case of

your absence, registered mails will be returned to the Harumi Post Office which is

responsible for this area. You are requested to contact the post office by telephone before

going and collect them or ask the person in charge at the post office for redelivery.

The Administration Office do not receive or keep any personal mailings for residents.

[Harumi Post Office] Address: 4-6-26 Harumi Chuo-ku, Tokyo Phone: 03-5546-1068

12. Cars

Residents have to register for the car parking area. Residents will be given a parking space

use permit only if there are some vacancies. If you want to apply for it, contact the

Administration Office after the Moving-in Procedure is over.

Parking will be permitted only if the “Vehicle Entrance” is registered under the name of

the resident (incl. family member with residence permit).

Parking fees will be withdrawn monthly together with rent from your bank account. The

number of parking spaces is limited. Cars must be parked on the designated spaces

respectively in the basement parking lot of the Residence Hall C for couples and families.

Unregistered cars will be deemed as being dumped illegally and be reported to the police

and it is possible that will be towed away. TIEC do not bear any liabilities for theft or any

damage, so the owners should be responsible for their vehicles and keep them locked

without fail.

Parking fee (monthly*)

International student Researcher, Japanese student

¥8,800(Including tax) ¥13,200(Including tax)

*only on monthly rate (no daily rate)

13. Bicycles, motorcycles, etc.

Residents have to register for their bicycles and motorcycles if they want to park within

the premises of TIEC. After you move in, you need to go to the Administration Office for

registration along with your bicycle or motorcycle and the bicycle registration certificate

for anti-theft purposes. A resident can register only one bicycle and one motorcycle. You

have to park your bicycle or motorcycle in the parking area of your Residence Hall. (The

first floors of Residence Halls A and B for singles (the roadside) and the basements of

Residence Halls C and D for couples and families.) Cycles parked outside of the designated

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parking spaces, such as the one parked in your doorway, will be removed. Unregistered

bicycles or motorcycles will be deemed as being dumped illegally and will be removed or

disposed of at any time. TIEC do not bear any liabilities for theft or any damage, so the

owners should be responsible for their bicycles or motorcycles and keep them locked

without fail. Also, do not park your bicycles or motorcycles illegally outside the premises

of TIEC.

14. Gatherings, parties, etc.

In the event of holding a gathering or a party, etc. inside TIEC, the residents need to

choose someone in the group as the person in charge and submit the “Gathering and

Facility Use Request” to the Administration Office one week before the event.

15. TV reception, newspaper, etc.

When purchasing a TV and receiving TV stations, or subscribing to newspapers, residents

have to deal directly with the respective companies for the contract or payment.

If you establish a contract with the companies by yourself, you have to terminate the

contract and complete all the payments for the fees when you move out.

16. International Student Society, etc.

Residents can set up an International Student Society inside TIEC with a permission of

the Superintendent. The terms and conditions for the International Student Society may

be set out with the approval of the Superintendent.

At present, the “RA Secretariat” has been set up with RAs and take the lead in conducting

various activities.

17. Disaster prevention

Residents must constantly pay attention to prevent disasters, cooperate with other

members and staff to make an effort to protect TIEC from disasters and observe the

following rules.

(1) Residents are prohibited to use an oil heater or a gas burner inside their rooms as they

create fire hazards.

(2) Smoking is prohibited in all rooms for residence (including the balcony) and indoor

common facilities. Residents can smoke only in the designated smoking areas.

(3) Residents must check the locations of the emergency exit, fire-alarm box and fire

extinguisher regularly.

Residents must not use or touch these equipment except in an emergency.

(4) In the event of detecting a fire, you need to inform all residents of the fire by pressing

for fire alarm, evacuate and cooperate for rescue under the instruction of the staff.

(5) Residents are prohibited by law to place goods in passage ways such as corridors or

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escape ladders. Residents must not place any items except the laundry pole and the

laundry in the balcony which may impede the evacuation route, with exception of a

laundry pole or laundry.

(6) Japan is the Earthquake country. Residents are encouraged to participate in an

emergency drill to be prepared for such disasters. When an earthquake occurs,

elevators will stop working, so the residents are requested to use escape stairs.

18. Entrance to the rooms by the staff

(1) At times, it might be necessary for the Administration Office or the Disaster

Prevention Center staff to enter their rooms ,with the permission of the residents

beforehand, especially for the sake of the appropriate management and operation of

TIEC, so the residents are requested to cooperate with the staff in this regard

.

(2) According to the regulation, it is necessary to enter the rooms to inspect any

firefighting equipment by law or for the management of the facilities, they will be

informed in advance of the date and time on which they have to allow the staff to enter

their rooms. In that case, the staff might enter their rooms without their attendance.

(3) In case of emergencies, such as a fire, water leakage, the staff might enter in any

rooms without the permission of the residents.

19. Nuisance behaviors / annoying activities

Do not make loud noises which could disturb others, such as shouting inside or outside the

building, turning up the volume of TV or stereo and playing musical instrument loudly.

You have to be very careful about the noises particularly at midnight or early morning

(22:00 ~ 8:00).

It is prohibited that residents bring in hazardous materials or something malodorous that

causes public nuisance, or disturb the safety, order, morals or comfortable community in

TIEC.

20. Prohibition of keeping pets

Residents are prohibited to keep dogs, cats or other pets inside TIEC.

Do not feed stray cats or birds on the premises.

21. Accommodations

(1) TIEC has special trainee lodging rooms and guest rooms.

[Eligible persons]

① Special trainee lodging rooms (For singles)

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・International students who are not the residents of TIEC

・Resident’s family members within the third degree of kinship

② Guest rooms (For couples or triple use)

・Former TIEC residents

・Resident’s family members within the third degree of kinship

[Family members within the third degree of kinship]

Resident’s “great-grandfather and great-grandmother”, “great-grandchild and

his/her spouse”, “uncle and aunt and his/her spouse”, or “nephews/nieces and

his/her spouse”

Resident’s spouse’s “great-grandfather and great-grandmother”, “great-grandchild”,

“uncle and aunt”, or “nephews/nieces”

(2)The period of stay shall be within 30 days.

(3) If you want to use these rooms, you have to submit the “Temporary Stay Request” to

the Administration Office. You need to pay the accommodation fee prescribed below in

advance. The bank transfer fee (the handling fee, etc.) shall be borne by you.

Accommodation fee (per night)

Room Type

International Student

satisfies conditions stated

in Section 21(1)

Resident’s Family Member, etc.

(within the 3rd degree)

Trainee Lodging Room

(for one person’ /22㎡)

[Plaza Heisei]

¥4,235

(Including tax)

¥8,470

(Including tax)

Guest room

(for twin or triple use/120㎡)

[9th floor of Residence Hall D

for couples and families]

¥13,640

(Including tax)

¥27,280

(Including tax)

22. Compensation

In the event of damage of the facilities, equipment, or the loss of items in TIEC

intentionally or negligently by the residents or their visitor(s), the residents must pay for

the compensation fee.

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23. Expulsion orders

Under the conditions stated below, the Superintendent has the authority to order the

residents to vacate their rooms of TIEC.

If you are ordered to leave your room, you need to vacate your room within one week.

(1) Whoever fails to pay rents for three months or more.

(2) Whoever fails to pay the entrance fee for two months from the first date of the

permitted period of residence.

(3) Whoever loses the status of residence in TIEC such as registered absence from school,

and loss of school registration.

(4) Whoever violates the rules and regulations with respect to the maintenance of facilities,

equipment and fixtures, along with the statement listed below.

① Whoever allows people who are not the residents with no residence permit of the

rooms to stay overnight or live in their room.

② Whoever rents or assigns the whole or part of their room to other people.

③ Whoever uses their room for the purposes other than living in.

④ Whoever modifies any of the equipment or fixtures inside their room.

⑤ Whoever cooks inside a room of Residence Hall A for singles (neither an electric

cooker nor a gas burner can be used).

⑥ Whoever brings in any explosive materials or other dangerous materials.

(5) Whoever does not perform the obligatory compensation.

(6) Whoever is deemed to be in a condition that is inappropriate for living together with

other residents in TIEC due to illness or other hygiene reasons.

(7) Whoever misbehaves and disturb the order of the community of TIEC considerably.

(8) Whoever misbehaves and disturb the public order of TIEC considerably.

(9) Whoever violates the Law of Japan.

(10) Whoever the Superintendent has determined that it is necessary for them to leave

TIEC for other reasons.

(11) Whoever lives in TIEC as a RA, has neglected their responsibility for RA activities or

failed to complete their reporting duties.

24. Moving-out procedures

(1)Residents have to submit ’Moving-out Notification’ to the Administration Office one

month before the date of moving out, regardless of the date is ahead of time or the end of

the expiration date of the permitted period of residence.

You should note that if you do not submit ’Moving-out Notification’ one month before the

date of moving out, one month’s rent of the month of moving-out will be withdrawn from

your bank account.

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(2)Residents are required to attend the inspection of any damage on equipment of the

rooms prior to vacating their rooms. In the event of damage of the facilities, equipment,

or the loss of items in TIEC intentionally or negligently by the residents or their visitor(s),

the residents must pay for the compensation fee.

(3)Residents have to clear all the payments of utilities and telephone charges before

moving out.

You cannot use your IC tag to clear the balance after your departure date.

(4)Residents must return their cylinder lock and IC tag to the Administration Office (when

it is outside of business hours, to the Disaster Prevention Center) by the departure date.

25. Extension procedures

In the event of extending the permitted period of residence, you have to contact the person

in charge of the university or institution to which you belong at least two months before

the end of the expiration date of the permitted period of residence.

[Japanese student] Japanese students are supposed to become RAs in after entering TIEC

and get permissions to stay, so if they are not RAs when applying for extension, they will

not be able to get permitted.

III. How to Use Common Facilities and Equipment, etc.

1. Lounges

Lounges are on each floor from the 2nd floor to 14th floor of Residence Halls A and B for

singles, on the 1st, 2nd, 4th, 6th, 8th and 10th floors of Residence Hall C for couples and

families, and on the 1st, 3rd, 5th and 7th floors of Residence Hall D for couples and families.

Residents need to keep the lounges clean for everybody to use them.

You have to be careful with a fire which may be caused by smoking, etc. (Smoking is

prohibited in indoor common facilities)), turn off the lights and lock the door before leaving

the lounge without fail. When using air conditioner in particular, the last person leaving

the lounge should make sure that it is turned off.

2. Laundry rooms (available only for Residence Hall A for singles)

A laundry room equipped with coin-operated washing and dryer machines is available at

each floor of Residence Hall A for singles. This service comes with a fee. To save electricity,

you should turn off the lights of the room when you finish using. And when finishing with

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the iron, ironing board or vacuum cleaner, you should return them to the laundry room.

3. Common kitchen (available only for Residence Hall A for singles)

(1) A common kitchen is available at each floor of Residence Hall A for singles. Residents

in Hall A can use the common kitchen on their floor. Keep the kitchens clean when

using.

(2) Do not bring in any personal belongings including tableware, electric rice cockers to

the common kitchen. In addition, residents should make sure that electric sockets not

to be overloaded because it may cause a fire.

(3) Do not leave the place while using an electric appliance such as an IH heater (electric

hotplate), oven, etc. The users should make sure that the power is turned off after

using the devices.

(4) Residents need to separate their garbage and dispose of it in the designated garbage

containers.

4. Garbage

Residents must bring combustible garbage to the special garbage disposal chute. To open

garbage disposal chute, use the key hanging from the chute, and take out the key after

using it. Residents who do not dispose of garbage in the proper way may be obliged to

vacate TIEC.

In addition, do not leave garbage even in the garbage dump which might cause an outbreak

of cockroaches and flies.

Residents must separate their garbage and dispose of it in the designated places listed below.

・Combustible garbage (raw garbage, etc.) ⇒ To the garbage disposal chute

・Recyclables (newspapers, magazines, cardboards, etc.) ⇒In the designated container in

the garbage dump

・Recyclables garbage (cans, bottles, etc.) and plastics⇒In the designated container in the

garbage dump

・Incombustible garbage (broken glass, earthenware, etc.)⇒In the designated container in

the garbage dump

・Large-sized garbage⇒You need to apply for disposal of large-sized garbage(Items of 30

cm or over) in advance to “Bulky Waste Reception Center” by phone or online, and the

Center will collect your garbage for a fee.(*Inquiry about the collecting place of your

garbage should be directed to the Administration Office.)

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[Bulky Waste Reception Center (Koto Ward)] Phone: 03-5296-7000 (Japanese language only)

Online (Japanese language): https://sodai.tokyokankyo.or.jp/Sodai/V2Main/13108/0

Online (English language): https://sodai.tokyokankyo.or.jp/Sodai/V2Main/13108/1

5. Use of common facilities

To use common facilities, you need to make a reservation at the Administration Office or

the Disaster Prevention Center. Reservation can be accepted from two weeks before the

date of using, on a first-come-first-served basis. Facilities with ★require a reservation to

use. When using common facilities, the users should be careful not to bother others. Also,

the users should be careful not to break or dirty the equipment etc. installed at the

common facilities. Children are not allowed to use the common facilities by themselves,

without their guardians. When you are planning to use one of the following respective

facilities with other residents, you need to submit the “Gathering and Facility Use

Request” to the Superintendent via the Administration Office and get a permission. You

cannot use the facility for any other purposes other than the approved purpose.

Operating hours are as follows:

Equipment Hall Hours Remarks

Study room A Hall A 8:00-24:00 No reservations required

Study room B Hall A 8:00-24:00 No reservations required

Training room Plaza Heisei 7:00-24:00 (The orientation)reservation required

(After orientation)no reservations

required

★Gymnasium Plaza Heisei 8:00-24:00 Available 2 hours a day/4hours a week

★Sports round Outdoor 8:00-18:00 On request at Administration Office

★BBQ area Outdoor 9:00-21:00 9:00-15:00 or 15:00-21:00

★Cooking room Hall A 8:00-24:00 On request at Administration Office

★Tea room Hall A - On request at Administration Office

★Art room Hall B 8:00-24:00 On request at Administration Office

★Music room A Hall B - On request at Administration Office

★Music room B Hall B 8:00-22:00 Available 2 hours a day/4 hours a week

★Recreation room Hall C 8:00-22:00 On request at Administration Office

★Play room Hall D

- On request at Disaster Prevention

Center

※ 1: Do not leave any of your belongings in the study room or other common facilities.

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Do not forget to bring them with you after using the facilities.

※ 2: Only residents who have joined the training room orientation and received a

completion certificate, will be able to use the training room. If you let someone

who has not attended the orientation use the training room, your permission will

be cancelled. Children younger than 15 are prohibited from entering the training

room.

※ 3: The aforementioned hours of use may be changed to conserve electricity during

the summer season (July to September).

※ 4: Operating hours might be changed or shortened in response to a request from

the Japanese Government or Tokyo Metropolis.

※ 5:Operating hours might be changed or shortened from the viewpoint of

preventing infectious diseases in TIEC.

※ 6: In the event of inviting visitors to the cooking instruction room, BBQ area or

gymnasium, the number of visitors must not exceed the number of the residents

who are going to use the facility.

6. Room key (cylinder lock), IC tag and card key

IC tag can open the entrance doors of Residence Halls and the common facilities. Also, you

can enter your room with your cylinder lock. One room key and IC tag will be rented to

residents of the Residence Halls A and B for singles, two keys and IC tags to those of the

Residence Hall C for couples and families, and two or three keys and IC tags to those of

the Residence Hall D for couples and families. You have to return all keys and IC tags

when you move out, however, before that, you need to complete all the payments of utilities

and telephone charges.

<Note>

(1) Residents must handle your cylinder lock (s) and IC tag(s) with due care and they are

responsible for keeping them until the date of leaving. If you lose or damage them,

you must report it to the Administration Office or the Disaster Prevention Center

(when the Administration Office is closed) as soon as possible. When you lose the keys,

you have to submit the “Room Key Reissue Request”, and are to be billed at cost for

reissue.

(2) When you lose your key (cylinder lock) or IC tag, you have to go report to the

Administration Office immediately. The staff will go to your room with you to unlock

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the door of your room. When the Administration Office is outside of business hours at

that time, the Disaster Prevention Center staff can deal with it. Do not forget to report

to the Administration Office later in business hours at your earliest convenience and

ask for reissuing your cylinder lock or IC tag.

(3) Residents must not lend the key (IC tag) to the non-residents of the room. If this rule

is broken, it will be informed to their universities/ institutions by the Administration

Office and it might be possible that they are requested to vacate their rooms.

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Japan Student Services Organization (JASSO)

Tokyo International Exchange Center

Resident’s Guide

Revised on April 2021